Microsoft
Excel 2013
Chapter 1
Creating a Worksheet and
a Chart
Objectives
•
•
•
•
•
Describe the Excel worksheet
Enter text and numbers
Use the Sum button to sum a range of cells
Enter a simple function
Copy the contents of a cell to a range of cells
using the fill handle
• Apply cell styles
• Format cells in a worksheet
Creating a Worksheet and a Chart
2
Objectives
• Create a 3-D pie chart
• Change a worksheet name and worksheet tab
color
• Change document properties
• Preview and print a worksheet
• Use the AutoCalculate area to display statistics
• Correct errors on a worksheet
Creating a Worksheet and a Chart
3
Project – Worksheet and a Chart
Creating a Worksheet and a Chart
4
Worksheets and Charts
• An Excel worksheet allows data to be summarized
and charted easily
• A chart conveys a visual representation of data
Entering Data Into a Cell
• To enter data in a cell, you must first select the
cell. To do this use the mouse to move the block
plus sign pointer to the cell and then click
Entering Data Into a Cell
• You know a cell is selected, or active, when a heavy
border surrounds the cell and the active cell reference
appears in the Name box on the left side of the formula
bar
Entering Worksheet Titles
• Worksheet title and subtitles
should be as brief and
meaningful as possible
• A worksheet title could
include the name of the
organization, department, or
a description of the content
of the worksheet
• A worksheet subtitle could
include a more detailed
description of the content of
the worksheet
Creating a Worksheet and a Chart
8
Formula Bar
• When you begin typing a cell entry, Excel displays the text in the
formula bar and the cell itself
• Excel also displays two additional boxes in the formula bar: the
Cancel box and the Enter box
• Clicking the Enter box completes and entry
• Clicking the Cancel box cancels an entry
When Text is Wider Than the Column
• When the text is longer than the width of a cell,
Excel displays the overflow characters in adjacent
cells to the right as long as those adjacent cells
contain no data
• If the adjacent cells contain data, Excel hides the
overflow characters
• Excel displays the overflow characters in the
formula bar whenever that cell is the active cell
AutoCorrect
• The AutoCorrect feature corrects common
mistakes when you complete a text entry in a cell.
AutoCorrect makes three types of corrections for
you:
– Corrects two initial uppercase letters by changing the
second letter to lowercase.
– Capitalizes the first letter in the names of the days.
– Replaces commonly misspelled words with their
correct spelling
Entering Text
• When you enter text, Excel automatically leftaligns the text in the cell
• Excel treats any combination of numbers, spaces,
and nonnumeric characters as text
• For example, Excel recognizes the following
entries as text: 401AX21, 921-231, 619 321,
883XTY
Entering Numbers
• You can enter numbers into cells to represent amounts. A
number can contain only the following characters: 0 1 2 3 4 5
6 7 8 9 + - ( ) , / . $ % E e
Creating a Worksheet and a Chart
13
Entering Numbers
• You are not required to type dollar signs, commas,
or trailing zeros
• When you enter a dollar value that has cents,
however, you must add the decimal point and the
numbers representing the cents
• You can then format the cells using cell styles
which include dollar signs, commas and trailing
zeros to improve the appearance and readability
of the numbers
Entering Numeric Data
• When you enter numeric data in a cell, Excel
recognizes the values as numbers and right-aligns
the values in order to properly vertically align
decimal values
Summing a Column of Numbers
• The SUM function adds all the numbers in a range
of cells
• A range is a series of two or more adjacent cells in
a column or row or a rectangular group of cells
• You enter a range by typing the beginning cell
reference, a colon (:), and the ending cell
reference
Creating a Worksheet and a Chart
16
Summing a Column of Numbers
Creating a Worksheet and a Chart
17
Copying a Cell to Adjacent Cells in a Row
• A relative reference is an adjusted cell reference in a
copied and pasted formula
• The fill handle is the small black square located in the
lower-right corner of the heavy border around the
active cell
Creating a Worksheet and a Chart
18
Copying a Cell to Adjacent Cells in a Row
Creating a Worksheet and a Chart
19
Auto Fill Options
• When you copy one range to another, Excel displays
an Auto Fill Options button
• The Auto Fill Options button allows you to choose
whether you want to copy the values from the source
area to the destination area with formatting, do so
without formatting, or copy only the format
Creating a Worksheet and a Chart
20
To Enter a Formula Using the Keyboard
• The equals sign preceding a formula alerts Excel
that you are entering a formula or function and
not text
To Enter a Formula Using the Keyboard
• Because the most common error when entering a
formula is to reference the wrong cell in a
formula, Excel colors the borders of the cells
referenced in the formula
• The coloring helps in the reviewing process to
ensure the cell references are correct
• The minus sign (-) in a formula directs Excel to
perform the subtraction operation
Entering a Formula Using the Keyboard
Creating a Worksheet and a Chart
23
Formatting the Worksheet
• You format a worksheet to emphasize certain
entries and make the worksheet easier to read
and understand
Formatting the Worksheet
Unformatted
Worksheet
Formatted Worksheet
Creating a Worksheet and a Chart
25
Changing a Font
• The font, or font face, defines the appearance and
shape of the letters, numbers and special
characters
• Examples of fonts include Calibri, Cambria, Times
New Roman, Arial, and Courier
• Different fonts often are used in a worksheet to
make it more appealing to the reader and to
relate or distinguish data in the worksheet
Creating a Worksheet and a Chart
26
Changing a Font
Creating a Worksheet and a Chart
27
Font Style, Size, Color
• Font style indicates how the characters are
emphasized
– Common font styles include regular, bold, underline,
and italic
• The font size specifies the size of the characters
on the screen
– Font size is gauged by a measurement system called
points
• The font color defines the color of the characters
Changing a Cell Style
• Excel includes the capability of changing several
characteristics of a cell, such as the font, font size and
font color, all at once by assigning a predefined cell
style to a cell
Creating a Worksheet and a Chart
29
Changing a Cell Style
Creating a Worksheet and a Chart
30
Centering Cell Entries across Columns by
Merging Cells
• Merging cells involves creating a single cell by combining two or
more selected cells
• The opposite of merging cells is splitting a merged cell. After you
have merged multiple cells to create one merged cell, you can
unmerge, or split, the merged cell to display the original cells on
the worksheet
Creating a Worksheet and a Chart
31
Formatting Numbers in the Worksheet
• The accounting number format causes the cells to be displayed
with two decimal places so that decimal places in cells below the
selected cells align vertically
• The comma style format causes the cells to be displayed with two
decimal places and commas as thousands separators
Creating a Worksheet and a Chart
32
Adjusting the Column Width
• The last step in formatting the
worksheet is to adjust the width of
the columns because other
formatting changes may affect the
size of data in the cells in the column
• To adjust column width point to the
boundary on the right side of a
column heading to change the
pointer to a split double arrow
• Click and drag to the desired width,
or double-click the boundary to
autofit the column, making the
column width the size of the largest
item in the column
Creating a Worksheet and a Chart
33
Using the Name Box to Select a Cell
• To select any cell, you can click the Name box and enter
the cell reference of the cell you want to select
Creating a Worksheet and a Chart
34
Other Ways to Select Cells
Creating a Worksheet and a Chart
35
Adding a 3D Pie Chart
• To add a pie chart, first select the data to be charted
and then click the Insert Pie or Doughnut Chart
button
Creating a Worksheet and a Chart
36
Changing the Worksheet Tab Name
• You can double-click the sheet tab of the
worksheet whose name you want to change
Creating a Worksheet and a Chart
37
Document Properties
• Excel helps you organize and identify your files by using
document properties, which are the details about a file
such as the project author, title, and subject
• Document properties are valuable for a variety of reasons:
– Users can save time locating a particular file because they can
view a file’s document properties without opening the
workbook
– By creating consistent properties for files having similar
content, users can better organize their workbooks
– Some organizations require Excel users to add document
properties so that other employees can view details about
these files
Previewing and Printing a Worksheet in
Landscape Orientation
• Pages printed in portrait orientation have the short (8
½”) edge at the top of the printout; the printed page is
taller than it is wide. Landscape orientation prints the
long (11”) edge at the top of the paper; the printed page
is wider than it is tall
Creating a Worksheet and a Chart
39
Using the AutoCalculate Area to
Determine a Maximum
• You can easily
obtain a total, an
average, or other
information
about the
numbers in a
range by using
the AutoCalculate
area on the
status bar
Creating a Worksheet and a Chart
40
Correcting Errors after Entering Data
into a Cell
• If you notice an error while you are entering data
into a cell, press the BACKSPACE key to erase the
incorrect character(s) and then enter the correct
character(s)
• If the error is a major one, tap or click the Cancel
box in the formula bar or press the ESC key to
erase the entire entry and then reenter the data
from the beginning
Correcting Errors after Entering Data
into a Cell
• To correct errors after entering data into a cell
using in-cell editing double-click the cell
containing the error and Excel will display the
active cell entry in the formula bar and a flashing
insertion point in the active cell
• To insert new characters click where you wish to
insert the characters. To delete a character use
either the backspace or delete key
• When finished click the Enter box or press the
ENTER key
Clearing the Contents of a Cell
• You can clear cell contents and formatting by
tapping or clicking Clear Contents on the Clear
button menu
• As you are clearing cell entries, always remember
that you should never press the SPACEBAR to
clear a cell
• Pressing the SPACEBAR enters a blank character
• A blank character is text and is different from an
empty cell, even though the cell may appear
empty